Transcript

1.
The Project Management Basics Work Book:
With Behavioral and Technical Quick Connects
Prepared by Mitchell W. Manning, Sr. to serve as an example for basic project
management training for individuals and organizations
Note: This workbook is the companion piece for the PowerPoint presentation "The Project Management
Work Shop" also on SlideShare.
If needed, Mitch can help you customize the work shop and work book to your company, your culture, your
team, your project management policy, procedures, and software.
Email: MitchellWManning@aol.com
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2.
Project Management Basics Work Book:
With Behavioral and Technical Quick Connects
This “hands on” work book is designed to give newly assigned project team members an understanding
of project management basics, and the regulatory, technical, and behavioral responsibilities and
accountabilities. As a participant, you will learn and practice project management basics in each of the
five stages of project management, from initiating to closing the project. You will be able to contribute
more quickly and effectively in project team assignments, and instruct others on the technical and
behavioral responsibilities and accountabilities within the project team.
Project Management Basics are key to project success, for organizations and individuals regardless of
project complexity and size. All team members need to have a sound understanding of project
management basics, the technical requirements and the behavioral skills to work with others effectively
and successfully. Team members contribute more timely and at a higher level when they are well trained
and well treated. This course provides the participants with the basic technical knowledge and behavioral
skills.
Newly assigned project team members; individuals with project responsibilities; project trainers; and,
individuals from human resources, manufacturing, finance, purchasing, marketing and sales, logistics,
and engineering who need a general understanding of project responsibilities and accountabilities will
benefit from the systematic and logical presentation of the technical and behavioral basics gleaned from
the experiences, and teachings, of successful project team members/leaders/managers.
Day One/Lesson One
You will learn to:
define and scope a project
apply 6 key questions in 5 key project stages
define and lead initiating, planning, staffing, controlling, and closing projects
map a project and apply the seven basic tools essential to effective project management
contribute to and lead effective project meetings
contribute to and lead effective project problem solving and decision-making
Day Two/Lesson Two
You will learn to:
present yourself to the project manager and project members
assess you project management experience
work with the best project team member, and the worst
use your organizational values and ethics to motivate the project team
present your ideas
train others
evaluate others
plan next steps
give positive and negative information/feedback
summarize and close meetings
self-analyze for strategic project leadership
explore project management websites for growth and development
Day Three/Lesson Three
You will learn to:
describe the project to key stakeholders
write the project charter
document the preliminary project proposal questions
build project support and gain buy-in
plan project resources
sell your project to others
build external project support
use a project checklist for strategic leadership from beginning to close
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Project Management Basics:
What is project management?
The time bound use of limited resources to achieve a fixed outcome.
Why is project management needed?
For behavioral and technical control.
Where do projects originate?
Aware/Believe/Comprehend/Do/Excel
What are the thinking processes for managing projects?
What is happening?
What good might happen, and how to enhance?
What can go wrong, and how to reduce damages?
What needs to be done, and how to manage?
What is wrong, and what to do?
What is the project management process?
5 basic process groups
What information/knowledge is needed to manage projects?
9 knowledge areas
How to collect project management information and knowledge?
6 faithful servants
What builds project management culture?
Institutions/Language/Technology/Art
What are the key project management roles?
Sponsor/Stakeholder/Leader/Member/Observer
What are the basics of project management behavior?
S/T - ODARC
What are the basic project management behaviors?
The __ate behaviors.
What are the basic project management resources?
5 M's
What are the basic areas of project management responsibility?
Issues/Actions/Assignments/Resources/Schedules/ Review/Control
What is project scope and how is it determined?
A fixed amount of work to achieve a fixed outcome.
What is risk management and how is it determined?
Minimizing the impact of uncertain events on a fixed outcome.
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What is cost/benefit?
Comparing the cost of fixed work with the benefit of a fixed outcome.
What are the key elements of the project definition?
What/Why/How/Where/When/Who
What are the key activities in project planning?
6 basic actions
Would it be nice to have a Project Management Job Aid?
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Project Management Basics: Question to the Void Work Sheet
What: Question to the Void (Common Terms - data gathering, fact-finding, getting to the bottom )
Why: To question until you have all the information you need, and then some.
How
Initiating
Planning
Executing
Controlling
Closing
Where
Headquarters
Headquarters/On-Site
On-site
On-Site/Headquarters/Client
On-site
When
First Quarter
Second Quarter
Second - Fourth Quarter
Second - Fourth Quarter
Fourth Quarter
Who
Sponsor
Sponsor/Manager/Client
Team
Sponsor/Team/Client
Sponsor/Manager/Client
When you finish questioning to the void, you then ask "what else?"
I Keep six honest serving-men:
(They taught me all I knew)
Their names are What and Where and When
And How and Why and Who.
I send them over land and sea,
I send them east and west;
But after they have worked for me,
I give them all a rest.
I let them rest from nine till five.
For I am busy then,
As well as breakfast, lunch, and tea,
For they are hungry men:
But different folk have different views:
I know a person small-She keeps ten million serving-men,
Who get no rest at all!
She sends 'em abroad on her own affairs,
From the second she opens her eyes-One million Hows, two million Wheres,
And seven million Whys!
"The Elephant Child" Rudyard Kipling
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Exercise One
Presenting Your Self
1.
2.
3.
4.
5.
6.
7.
My job is…
This is what I'm good at…
This is how I work best…
These are my values…
This is the contribution I plan to make.
These are the results I expect to deliver.
This is how I expect to be held accountable.
Keep a list of your successes. Practice sharing
successes in a systematic and logical manner: clearly,
concisely and correctly using the following process.
Situation (or task assignment)
Observation
Decision
Action
Result
How I feel
What I learned
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Exercise Two
Self-Assessment - Project Management Experience
How do you feel about your project experience?
What would you do differently?
List the
positives negatives
What do you want to do differently when you return
to work as a result of this course?
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Exercise Three
Best Team Member and Worst Team Member
List behaviors of the best team member.
List the behaviors of the worst team member.
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Exercise Seven
Evaluating Others
(Complementary Critique)
Agreement
Plan
Process
1.
How do you feel about…?
2.
What would you do differently?
3.
What else?
4.
This is how I feel about…(give your evaluation, positive and
negative) of things shared).
5.
This is what I need to share.
(Share observations, dates and times. Tell what you would continue to do and do
differently. Share your expectations for future performance.)
6.
Allow response, clarify and confirm evaluation.
7.
Set new agreement and plan.
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Mitchell W. Manning
Course
Evaluation
600 Dell Street
PO Box 635
Robersonville, NC 27871
252-795-3560 landline
252-714-3481 cell
manningmitch@aol.com
Course Information
Name of Participant
(optional):
Instructor Name:
Workshop:
Course Date:
Mitchell W. Manning
Project Management
Basics
October 21,22,and 23, 2008
Overall ratings
How well did the course meet its stated objectives?
How well did this course meet your expectations?
Course content
and structure
How understandable was the content?
How confident do you feel applying the concepts and skills taught in the course?
How do you rate the effectiveness of the presentation materials?
How was the length of the course? For this question, please use the following legend: 1
too long.
too short, 3
right length, 6
How well do you believe the assessment was tied to the training objectives?
Instructor
evaluation
Overall, how well did the instructor perform?
How knowledgeable did you feel the instructor was on this subject?
How well did the instructor answer questions?
Comments
What part of the course did you like the most?
What part of the course did you like the least?
Were there any topics you wanted to spend more time on?
What value do you feel this course brought to your knowledge and skills?
In your current position, what will you be able to do better or differently as a result of this course?
Please provide any additional comments, suggestions or recommendations. Use the back if needed.
Exercise Nine - Evaluating/Giving Feedback
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6 N/A
5 Excellent
4 Very Good
3 Good
1 Poor
Please select a rating as a response to each question.
2 Sufficient
Ratings

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Project Management Worksheet
Step 1: Describe the Project
Who is the sponsor?
What is the project, and its scope?
Why is the project important?
How will the project be managed?
What resources are needed? Where and When?
Where is the project located?
When does the project start and close?
Who is on the project leadership team?
What are the project roles, responsibilities and accountabilities?
What is my assignment?
Why am I on the project team?
When do I work on the project (start and finish)?
Who are my customers?
Who do I report to?
Where will my efforts be directed?
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Project Management Worksheet
Step 2: Write the Project Charter
Provide project specific information/data: Include your mission statement, brief description of your
project assignment, number of people served, and staff, volunteer and project team data, if appropriate.
Describe the need: Clearly, concisely and specifically tell the sponsor why there is a project.
Explain what you will do: Describe precisely what will take place as a result of the resources. Provide
just enough detail to strengthen the sponsor's interest and support.
Overview Needed Resources: Begin with reference to your prior contact with the sponsor, if any.
Clearly and concisely state the resources required for completing the project/your assignment.
Close: Connect your proposal and mission to the sponsor's mission and interest. Tell how the project
outcomes will serve your assignment and the sponsor's interests.
Attachments:
Budget - Show the total cost of the project. Include future funding only if the absence of the
information will raise questions.
Project Team List - provided by the Project Planning Team
Charter - provided by the Project Planning Team
Financial Documentation - provided by Project Planning Team
Brief Bios of Key Team Members - include only project related education and experience.
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Project Management Worksheet
Step 3: Preliminary Project Management Questions
What resources will you need?
What capabilities do you, and your project team, have?
List Sponsor support for executing the project.
List additional support needed, if any, for executing the project proposal.
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Project Management Worksheet
Step 4: Building Project Support and Getting Buy-in
Identify two or three related major organizational challenges/problems your sponsor is currently facing.
Describe how your project/idea relates to or helps resolve these opportunities/problems.
Who are the project sponsor(s) and project champion(s), and why?
What can these people contribute to executing the project?
What role will each person have, and responsibilities and accountabilities?
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Project Management Worksheet
Step 5: Resource Planning for the Project
Available Resources:
Members: List and describe people with special knowledge, skills, and related project
experience.
Facilities: List and describe needed facilities.
Machines: List and describe available needed equipment.
Materials:
Money:
Time:
Methods:
Needed Resources:
Members: List and describe people with special knowledge, skills, and related project
experience.
Facilities: List and describe needed facilities.
Machines: List and describe available needed equipment.
Materials:
Money:
Time:
Methods:
.
Who is needed on your project team?
What can these people contribute to executing the project?
What role, responsibilities and accountabilities will each person have?
What is the project evaluation plan?
How will it be used for monitoring and controlling the project?
How will it be used for initiating, planning, executing and closing the project?
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Project Management Worksheet
Step 6: Selling Your Project
Tell how and why your project is unique:
Tell how and why your project is timely:
Tell how and why your project is urgent:
Tell how and why your project is compelling:
Tell how your implemented project will capitalize on the organization's strengths:
Tell how your project will capitalize on the sponsor's interests/mission/strengths:
Tell how your implemented project will address your organizations
opportunities/problems/challenges/weaknesses:
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Project Management Worksheet
Step 7: Building External Project Support
Networking: List organizations/individuals/groups with shared interests in your project
outcomes/impact.
Personal Contacts: List contacts you have and need to have.
Meetings and Conferences: List meetings and conferences to attend where you can meet and talk with
people with shared interests and experience about your project.
Collaborating People and Organizations: List organizations and contact people.
Initial Contact: List and provide contact information for initial contacts.
(First contact should be by phone, then letter, email, and visit.)
Benefits of Collaboration: List the advantages to these organizations of working with you and
your organization on your project.
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Mitchell W. Manning, Sr.
Chief Priorities Officer, Priorities Limited
Mitch is a Glaxo-Wellcome retiree (now GlaxoSmithKline). Positions held during his career are:
Lead Chemical Processor, Senior Validation Specialist, Section Head of Employee Involvement
(Project Teams), and Section Head of Regulatory and Technical Training.
He helped develop the criteria for the Malcolm Baldridge National Quality Award and served
two times as an Examiner for the award. He also served two times as an Examiner for the
President's Quality Prototype Award.
Additional information about Mitch is available on LinkedIn.
Other titles by Mitch on SlideShare with free downloads
Regulatory Compliance
Managing Regulatory Compliance: Responsibility and Accountability for All Levels and All Positions
http://www.slideshare.net/FastFix/managing-regulatory-compliance
Regulatory Compliance: One Consultant's Perspective
http://www.slideshare.net/FastFix/regulatory-compliance-2010-one-consultants-perspective
The Ethics of (Regulatory) Compliance
http://www.slideshare.net/FastFix/the-ethics-of-compliance
Trends In GMP Compliance
http://www.slideshare.net/FastFix/trends-in-gmp-compliance-2012
Quality Systems Investigation Technique
http://www.slideshare.net/FastFix/quality-systems-investigation-technique
Quality Systems Approach Overview
http://www.slideshare.net/FastFix/quality-systems-approach-overview
Leadership for the FDA Inspection: The Managers' Review
http://www.slideshare.net/FastFix/leadership-for-the-fda-inspection-the-manager-review-2195423
Teambuilding for the FDA Inspection: The Employees' Review
http://www.slideshare.net/FastFix/team-building-for-an-fda-inspection-the-employee-review
Project Management
Project Management Basics
http://www.slideshare.net/FastFix/project-management-basics-15014809
Project Management Made Simple: Using Quick Connects
http://www.slideshare.net/FastFix/project-management-made-simplev2003final-3170477
Project Management Quick Connects: Essential Technical and Behavioral Skills for Project Success
http://www.slideshare.net/FastFix/project-management-quick-connects
Process Mapping for Systems Improvement
http://www.slideshare.net/FastFix/process-mapping-for-systems-improvement
Grant Writing: The Project Proposal Work Book
http://www.slideshare.net/FastFix/grant-writing-project-proposal-workbook
Training
Training and Performance Management Guide
http://www.slideshare.net/FastFix/training-and-performance-management-guide
Corporate Training and Development Catalog
http://www.slideshare.net/FastFix/corporate-training-and-development-catalog
Corporate Training Documentation: Learning Management Systems Basics
http://www.slideshare.net/FastFix/corporate-training-documentation-management
Corporate Training for the Management Team
http://www.slideshare.net/FastFix/corporate-training-for-the-management-team
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Leadership and Self-Development
Time Management: Skills, Tools and Techniques for Taking Control of Your Time
http://www.slideshare.net/FastFix/time-managementforprioritieslimited
Leadership and Teambuilding Skills: for Enhancing Motivation and Behavior
http://www.slideshare.net/FastFix/leadership-and-team-building
New Team Leader Work Book: A Guide for New Teams and Newly Appointed Leaders
http://www.slideshare.net/FastFix/new-team-leader-workbook
Insights Into Work Life Balance: Empowering MegaCorp (the slides)
http://www.slideshare.net/FastFix/empowering-mega-corp-slides
Insights Into Work Life Balance: Empowering MegaCorp (the fable)
http://www.slideshare.net/FastFix/empowering-mega-corp-4956999
Working With People: Six Core Principles
http://www.slideshare.net/FastFix/working-with-people
What To Say To Build Relationships
http://www.slideshare.net/FastFix/what-to-say-to-build-relationships
Job Interviews
How to Mind Read Your Interviewer: To Get the Job Offer
http://www.slideshare.net/FastFix/how-to-mind-read-the-interviewer
Learn to Mind Read the Interviewer: To Be Your Best At Job Interviews
http://www.slideshare.net/FastFix/learn-to-mind-read-the-interviewer
Career Development: A Fifty Year Process
http://www.slideshare.net/FastFix/career-development-a-fifty-year-process
Job Interview Skills Work Book
http://www.slideshare.net/FastFix/interview-skills-clinic-work-book-for-slide-share
Job Interview Skills Clinic (the slides)
http://www.slideshare.net/FastFix/interview-skills-clinic
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